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Executive Assistant (Nonprofit)

Market Gen

Executive Assistant (Nonprofit)

San Francisco, CA
Full Time
Paid
  • Responsibilities

    Are you an exceptional people-person who enjoys being a team player in a diverse nonprofit workplace? We're looking for a proactive, solutions-oriented collaborator with a deep personal commitment to building trusting working relationships in a multicultural, anti-racist environment to be an Executive Assistant for a health nonprofit! The role involves providing administrative support to the Corporate Executive Officer.

    You'll be a key part of the company by maintaining frequent contact with the public, as such the incumbent must enjoy working with people to foster a sense of welcome and belonging. You will bring a high level of tact, discretion, independent judgment, and knowledge of agency policies, procedures and activities. 

    We're looking for someone with authentic commitment to the mission to promote health, wellness, and social justice for communities most impacted by HIV, through sexual health and substance use services, advocacy, and community partnerships. You're aware of disparities faced by BIPOC and LGBTQ+ communities, and have a willingness and openness to participate in conversations on various topics including advancing equitable outcomes and centering people of color, LGBTQ+, and other groups of people who face intersecting forms of oppression.

    You're enthusiastic for customer service with excellent communication and interpersonal skills of a quality suitable for public presentation, including an ability to connect across race, ethnicity, and cultural backgrounds. You have the ability to work cooperatively and effectively with internal and external stakeholders of all races, with awareness of how our identities and values influence interactions.

    You're an ideal candidate if you have experience working with a Board of Directors (nonprofit preferred), demonstrated adherence to confidentiality protocols for sensitive written and verbal communications with a high level of discretion and professionalism, and have experience in working independently with discretion, patience, and diplomacy.

    Full-time onsite position based out of San Francisco, CA. Base salary is $70,000-$90,000.

    Responsibilities:

    CEO Support: (60% of time and effort, on average)

    • Supports the CEO as part of the Crisis Management Team. 
    • Provide project management and/or coordination for work led by the CEO. 
    • Represents Office of the CEO in agency-wide initiatives as requested by CEO.
    • Assist with preparing internal and external correspondence on behalf of the CEO. 
    • Prepares and reconciles the CEO office budget, expense reports, check requests, credit card statements, and other similar reports. 
    • Organize and manage CEO's calendar, appointments, meetings (including preparation) to ensure follow-through on commitments and deadlines. 
    • Ensure all communications from internal and external audiences, to and from the CEO's office, are handled in a timely manner and with a sense of discretion. 
    • Work with the CEO to create agendas for various meetings (e.g. executive team, Board-related meetings, etc.). Schedules and coordinates all appointments/meetings, internal and external, for the CEO. 
    • Manage CEO's travel and meeting logistics, including processing and reconciling receipts for expense reporting and credit card statements, prepares edits and/or revises written documents as prepared by CEO.

     

    Board Support: (20% of time and effort, on average)

    • Support Board/CEO in applying a racial equity lens to key decision points. 
    • Coordinates preparation and distribution of all meeting notices, information packets, handouts, and other documents. 
    • Serves as liaison to board members as primary contact for providing information and scheduling of board meetings and retreats. 
    • Maintains and distributes board rosters, committee lists, tenure and terms of service and other board documents for archive files. 
    • Provides logistical preparation for four (4) board meetings/events, one (1) board retreat, and six (6) additional Executive Committee meetings, including location, room set-up, meals and supplies.

     

    Administrative: (20% of time and effort, on average)

    • Creates systems and procedures for organizing CEO focused activities. 
    • Attend department meetings and agency staff meetings and events as requested.
    • Engage in racial equity trainings and serve on related working groups with Board and staff. 
    • Office management duties like photocopying, report assembly, organizing and maintaining paper and electronic files, ordering office, meeting, and event supplies.

    You are:

    • Proactive and self-motivated with great follow-through
    • Able to maintain a required high level of confidentiality. 
    • Strongly skilled in time management and attention to detail
    • Passionately committed to advancing racial equity and health justice
    • Someone with the highest ethical standards and a strong commitment to justice, equity, diversity and inclusion.
    • Have an affinity for helping people get the information they need, whether it's directions, data, or connection with the staff. 
    • Able to examine and reflect on your own racial/ethnic biases or prejudices and understand how that may impact your work. 
    • Ability to make critical judgement calls that best serve the organization's mission and values in the course of executing responsibilities
    • Exceptional organizational skills that require prioritizing and managing multiple demands and projects alongside the ability to be flexible and adapt to changing priorities and handle multiple tasks simultaneously.

    Qualifications:

    • Strong written and verbal communication skills
    • Exceptional editing, copyediting, and proofreading skills
    • Experience in developing and maintaining departmental budgets
    • Experience working with a Board of Directors (nonprofit preferred)
    • Technical proficiency with Google Suite, MS Office tools and virtual meetings

    If this sounds like you, apply now while this opportunity is still available!